Terms and Conditions

By booking DofE expedition training or a DofE assessed expedition with Tonbridge Gold, you accept our terms and conditions. It is important that you understand that they are legally binding. If there is anything that you do not understand, please get in touch with us.

A) TONBRIDGE GOLD

Tonbridge Gold is a charitably incorporated organisation (CIO). Our charity number is 1179535.

B) YOUR LEGAL OBLIGATIONS

By accepting these terms and conditions, you confirm that you are:

at least 18 years of age;

the legal guardian of the participant(s) that you are making the booking for OR

you are a participant and over 18 years of age;

legally capable of entering into a binding contract.

C) BOOKING AND CONFIRMATION

A booking form for each participant must be completed online.

You must confirm when you book that you have read these terms and conditions and accept them.

Payment must be made on time, in accordance with the deadlines published on our website for each activity. Failure to pay by the due date will result in a cancellation of your booking and the cancellation charges as stated in Section E will apply.

All bookings will be conﬁrmed by Tonbridge Gold by email, using the email address provided on the booking form.

If your booking form cannot be accepted, for whatever reason, the full amount will be refunded.

Should the applicant be unable to take part in the activity for reasons beyond their control, either (a) a refund up to the full amount paid may be paid at the discretion of the organisers, or (b) the applicant may complete the activity on a future occasion at no extra cost.

It is important that all details on the booking form are accurate. Tonbridge Gold cannot be responsible for emails you do not receive due to mistyped email addresses.

Both the initial payment and booking form must be received and processed before a participant is accepted on the programme.

Tonbridge Gold reserves the right to cancel your place on a programme in accordance with these terms and conditions.

Tonbridge Gold reserves the right to increase the price of a programme in the event of circumstances arising that are beyond our control.

D) MINIMUM NUMBERS

Tonbridge Gold requires a minimum of 5 participants to run a walking programme and 8 participants to run a paddling expedition.

If the number of participants drops below this, we will contact you to discuss your options.

Options may include cancelling aspects of the programme, joining another group on a similar programme, or increasing the cost per person on a pro rata basis.

E) IF YOU CHANGE OR CANCEL YOUR BOOKING

You must inform us at the time of booking if the participant is unable to make any of the dates so that we can try to provide an alternative for you.

We may be able to provide activities on a different date to the ones published, but we are under no obligation to do so. The availability of staff (we are all volunteers), accommodation and transport are all factors that we have to take into consideration.

If you wish to cancel all or part of your booking, you must inform us in writing or by email. All cancellations will be acknowledged by Tonbridge Gold via email and, to compensate us for any time or money already committed, the following charges will apply:

Up to 28 days after the booking deadline for an activity – full refund

Up to 14 days before the first scheduled residential event of the booked programme – full refund minus £50 cancellation charge.

Less than 14 days before the first scheduled residential event of the booked programme – no refund.

The above charges cover cancellation charges to instructors and suppliers such as accommodation/campsites, and also include our own administration charges. Once these charges are paid, the contract comes to an end.

We strongly advise you to take out appropriate insurance in case you need to cancel your booking.

Refunds will be made via the same method of payment you used whilst booking and may be subject to a £5 administration charge.

F) IF WE CHANGE OR CANCEL YOUR BOOKING

In the interests of the safety and enjoyment of all those taking part, we may need to make changes to your programme details. If so, we will notify you by email.

These changes may include a change to the programme location, dates or start and ﬁnish times. We reserve the right to make these changes at any time and cannot be held liable for any additional costs incurred.

We reserve the right to increase the price of a programme, but we will do so in extreme circumstances only.

In certain circumstances, it may be necessary for us to cancel a section of a programme. If this occurs, you will be given the option of transferring to another programme or we will provide help in ﬁnding an alternative provider.

We will refund any payments received in full but will accept no responsibility for any additional costs you incur.

information from us is correct to the best of our knowledge. We will let you know as soon as possible if changes occur.

We are not liable for delays in transport due to circumstances beyond our control.

G) INCLUDED IN YOUR BOOKING

We will provide the following services and equipment:

planning and logistical arrangements for the programme;

appropriate training and support for expedition-based programmes;

online resources and guidance for participants;

qualified instructors, supervisors and minibus drivers;

accredited assessors when required;

transport by minibus to and from activities in most cases;

campsite fees;

the use of some specialist kit, e.g. canoes, paddles, group first aid kits, trackers, compasses, maps and map cases.

H) NOT INCLUDED IN YOUR BOOKING

However, you should be able to borrow all the above from your school/college. We hold some of each of these items, but not a huge number. You are therefore advised to book the from your school/college through your DofE co-ordinator well in advance of the activity.

The following are not included in the services and equipment that we provide:

participant’s personal effects and spending money;

costs of participant’s own prescribed medical requirements;

food

insurance not stated in section P;

supervision and/or transportation for any participant excluded or otherwise unable to participate;

support with eDofE and associated activities;

transportation costs to and from the agreed programme meet and departure points.

I) TRANSPORT TO AND FROM PROGRAMME LOCATIONS

Our programmes usually include transport by minibus for participants to and from where the activities take place. If this is the case, it will be included in the programme details.

If this is not the case and participants are required to make their own way to the meet/return points, this will be made clear in the programme details sent to you in advance of the event.

J) ACKNOWLEDGEMENT OF RISK

By submitting a booking form, you confirm that you understand that DofE gold expedition programmes in wild country, or river-based paddle programmes, by their nature have physical demands and elements of risk. We have taken all reasonable steps to provide the level of care and assurances of safety appropriate to your programme, but certain risks remain as an integral part of the programme.

Hazards include but are not limited to: walking on steep and rough terrain; extended physical effort while paddling or walking; environmental hazards like bad weather and feeling uncomfortable, tired and emotional at some stage during the programme.

Participants taking part in wild country navigation training on Dartmoor will be directly supervised at all times.

Participants will not be directly supervised on practice expeditions at all times. On day 1, they are directly supervised at all times. On days 2 and 3, the level of supervision is gradually reduced and on day 4, the groups are unsupervised. This prepares the participants for their assessed expeditions.

DofE assessed expeditions must be unaccompanied, self-reliant and completed by the participants’ own physical efforts. Participants agree to follow all instructions, work as a team and take responsibility for their actions in line with DofE’s 20 Conditions.

Walking expedition groups, both practice and assessed, carry a tracker so that organisers know where they are at all times.

K) HEALTH, FITNESS AND MEDICAL STATEMENT

Participants must be fit, healthy and willing to participate safely in all aspects of the programme.

If the participant has any medical problems, disabilities or other issues which may affect their ability to participate, you must tell us at the time of booking, so that we can check the suitability of the programme or make reasonable adjustments. For example, it is within the DofE rules for some of a participant’s kit to be transported between campsites if illness, injury or disability prevent them from carrying a full pack.

If any medical problems or disabilities arise after forms are submitted, you must notify us immediately, so that we can amend our records accordingly and make alternative arrangements if necessary.

It is your responsibility to verify the participant’s health and vaccination requirements for the programme (it is advisable to have an up-to-date tetanus inoculation), and to obtain and have all necessary prescriptions and medicines. Please consult a doctor.

If you were unsure whether you can participate, you will have consulted a doctor before the programme begins and not go against the doctor’s advice.

If any medical problem or injury occurs during the programme, the participant must notify us immediately. They must speak to an instructor or call our emergency phone and we will be able to assist them by assessing the problem and providing the appropriate medical care. If we are not notified immediately we cannot be held liable for any subsequent complication or deterioration in the participant’s health. You are responsible for making sure the participant understands their responsibility in the case they develop a medical problem or injury with us.

We reserve the right to decline or cancel part or all of a booking, or exclude the participant without refund or compensation, if we believe the participant is not fit enough to take part in the programme or if they have a medical problem or disability that might affect the health and safety of anyone in the programme.

You understand that failure to inform us of all medical conditions is a breach of these terms and conditions and could result in the participant’s exclusion from the programme. In this case cancellation charges in Section E will apply.

L) PARTICIPANT EXCLUSION

We reserve the right to exclude any participant at any time if we believe that participant is a risk to any other participant or is incompatible to the enjoyment and objective of the programme.

We reserve the right to exclude any participant contravening any safety instructions from us and/or the accompanying staff or camp site visited by the participant on the programme.

We offer no refund in the event of an exclusion, and additional costs will be at your expense.

Reasons for exclusions include, but not limited to:

(a) not having the correct food, personal kit or equipment to safely take part in the programme;(b) not being physically able to safely take part in activities which is likely to prejudice the participant’s health and safety or the health and safety of anyone else;(c) disobeying a safety instruction;(d) disruptive or threatening behaviour;(e) failing to comply with our code of conduct.

M) YOUR RESPONSIBILITIES

Your responsibilities include, but are not limited to, the following:

Checking your booking confirmation to ensure you booked what you intended to book and that the participant can attend all programme dates.

Ensuring you fully read, understand and respond to, if required, all correspondence sent to you by Tonbridge Gold.

Informing us promptly of changes to any information you gave us, by form or otherwise, particularly contact details, emergency contacts and medical details.

Ensuring the participant is prepared, ﬁt and able to undertake the demands of the programme.

Ensuring the participant is appropriately kitted out to safely take part (if this is not the case, we reserve the right to exclude the participant from the programme with no refund).

Ensuring the participant behaves in an appropriate manner in accordance with our Code of Conduct and doesn’t cause distress or annoyance to others or damage anyone’s property. If property is damaged, you will be liable for repair or replacement costs and other costs if we have to terminate their programme prematurely.

Ensuring the participant complies with instructions from our instructors and supervisors.

Ensuring the participant is registered with DofE and has an eDofE number for the appropriate level before booking with us.

Accepting any changes in the participant’s programme as long as it provides a programme equivalent in nature and quality.

N) OUR LIABILITY TO YOU

We will do our very best to provide services and equipment included in your programme, including arranging for the provision of services or facilities which we are not providing ourselves. We do not accept liability for the actions or omissions of any third-party providers, e.g. camp sites.

Our liability, except in cases involving death or personal injury arising from our negligence, is limited to a reasonable amount in regard to the programme’s price and will never exceed the amount you paid to take part in the programme.

We accept no liability for your personal effects.

If the contract that we have with you is performed not properly or not at all, you may be entitled to a refund. We are not liable when the contract is not performed because of:

(a) you or any participant;(b) any acts of third party, either suppliers or unconnected with the provision of the programme;(c) circumstances beyond our control;(d) events which we or our suppliers could not foresee or influence.

O) PHOTOGRAPHY

We may take photographs or videos of participants to use in promotional or training material. Please let us know when you book if you object.

P) INSURANCE

We are fully insured to carry out all activities you book with us. Details are available on request. Our policy does not provide cover for you in the event of cancellation for any reason or personal accident for any participant, or for damage to or loss of equipment belonging to us or you caused by wilful, reckless or negligent behaviour.

We strongly recommend you take out personal and/or travel insurance as required to cover you in the event of cancellation due to illness or injury, if injured in an accident on the programme, and to cover personal kit damaged or lost during the programme for whatever reason.

We, or any person involved with us, will not accept liability for loss or damage to any property belonging to, or travelling with, a participant or in any of our vehicles. We do not accept responsibility for any losses or additional expense due to injury or sickness whilst at one of our programmes that is beyond our control.

Q) COMPLETING THE DofE GOLD EXPEDITION SECTION

We are committed to giving all participants the best possible opportunity to complete the expedition section of their DofE Award. However, this requires participants to be fully committed to achieving this goal

All participants must demonstrate the skills they have learned before we can sign off their training and practice expeditions.

Where skills have not been demonstrated to the appropriate standard, further training and practice will be necessary, before we can allow participants to take part in the assessed expedition.

Participants must show the required skills during their assessed expedition to pass. We use accredited DofE assessors who assess teams using the DofE 20 Conditions.

We accept no responsibility for additional costs which are a result of participants not successfully completing any DofE expeditions and so needing further expeditions.

R) DATA PROTECTION

The details you provide us on the application form will be kept secure and we will fully comply with all applicable UK data protection legislation.

Your data will only be used by our staff for the purpose of administering and delivering the programme. By completing the booking form associated with the programme, you agree to us using your personal data in this way.

S) COMPLAINTS

Any complaints you may have about your programme or our service should be reported immediately so we can act immediately.

In the unlikely event that any problem cannot be resolved, you should write to us within 28 days of the end of the programme giving us full details of your complaint to guarantee that we are to take any further investigation or action. Failure to do this may reduce or even extinguish your legal right to claim compensation.

T) CHANGES TO THIS AGREEMENT

We reserve the right to update these Booking Terms and Conditions at any time, without notice.